[ff-all] Navan / Settlement of travel expenses

Andrea Kather andrea.kather at fiware.org
Thu Nov 16 12:07:11 CET 2023


Dear Vera,

thank you for the information, for solving the issue and for the positive
approach !

We had training, we will have a second one as soon as the internal Navan
handover has taken place, and there is a Navan service center that can be
approached at any time. At no time did I ask you, Oleg, to ask colleagues
about their discoveries. And, regardless of this, we should also act as a
team that helps each other (at least in my understanding).

Kind regards
Andrea


Andrea Kather

<https://www.fiware.org>

Assistant to the BoO

Phone: +49 174 788 35 65

Email: andrea.kather at fiware.org

www.fiware.org

<https://nexus.lab.fiware.org/fiware.signature>




On Thu, 16 Nov 2023 at 11:09, Oleg Korneev <oleg.korneev at fiware.org> wrote:

> Thanks Vera,
> Found it in the made automatically by Navan expense for flight. Will do
> the same.
> Anyway it just confirms my request to get a proper instructions of actions
> that we need to proceed and not ask around the colleagues about their
> discoveries.
> Best
>
> On Thu 16. Nov 2023 at 11:04, Vera Boehner <vera.boehner at fiware.org>
> wrote:
>
>> Hi Oleg,
>> I also travelled earlier.
>> I went in Navan to Expenses, clicked on the flight and added the
>> screenshot of the other flight where you upload the receipt. I also
>> uploaded a picture there as a proof of attendance, that you can see in the
>> preview.
>> [image: Screenshot 2023-11-16 at 10.57.16.png][image: Screenshot
>> 2023-11-16 at 10.58.46.png][image: Screenshot 2023-11-16 at 10.59.52.png]
>>
>> Am Do., 16. Nov. 2023 um 10:46 Uhr schrieb Oleg Korneev <
>> oleg.korneev at fiware.org>:
>>
>>> Dear Andrea,
>>> I have a question about adding a screenshot to confirm prices for
>>> flights if you travel earlier/later.
>>> There‘s basically no function in the expenses report part to provide
>>> media except description in the text form. As also the same situation you
>>> will see inside days if you start the process. Please see the screenshots
>>> from Navan below:
>>> [image: Screenshot 2023-11-16 at 10.29.33.png]
>>> [image: Screenshot 2023-11-16 at 10.34.57.png]
>>> As also in the area with flight booking you can‘t provide any media. See
>>> below:
>>> [image: Screenshot 2023-11-16 at 10.38.40.png]
>>> I even checked function "Type details" it has function to upload, but
>>> you cannot put 0 euro to claim and obviously can‘t claim any other amount
>>> as flight was paid through Navan:
>>> [image: Screenshot 2023-11-16 at 10.39.26.png]
>>>
>>> I know that you are not a Navan support. But your request is impossible
>>> to proceed and maybe they should provide normal instructions on how to make
>>> it if we need to do it anyway. I saved my screenshot of the flight price
>>> difference to Google Drive as usual for any case.
>>> best
>>>
>>>
>>> Oleg Korneev
>>>
>>> <https://www.fiware.org/>
>>>
>>> Marketing  Manager
>>>
>>> Phone: +49 171 198 21 50
>>>
>>> Email: oleg.korneev at fiware.org
>>>
>>> www.fiware.org
>>>
>>> <https://nexus.lab.fiware.org/fiware.signature>
>>>
>>>
>>>
>>>
>>> On Wed, Nov 15, 2023 at 7:01 PM Andrea Kather <andrea.kather at fiware.org>
>>> wrote:
>>>
>>>> Dear all,
>>>>
>>>> thank you for all your feedback on Navan so far !  There is very
>>>> positive feedback from the team, but of course some things are not yet
>>>> working as they should, also because FIWARE has special requirements due to
>>>> the funded projects audits in which numerous proofs for business trips are
>>>> required.
>>>>
>>>> Joschua from Navan is currently in the process of passing on the issues
>>>> we have experienced to his account management team as they are more aware
>>>> of the challenges you have faced and the issues that have arisen with some
>>>> of your bookings and can ideally resolve them for and with us soon. As soon
>>>> as this handover has taken place, we will have another call to clarify
>>>> specific questions.
>>>>
>>>> Nevertheless, please continue to book and settle everything directly
>>>> related to a business trip (transportation costs, accommodation, hotel tax,
>>>> sometimes also parking or toll costs, a SIM card in case that it was
>>>> approved before and needed onsite) only via Navan. Please remember to
>>>> request your physical Navan credit card so that it can be used for local
>>>> transport.If you have any problems, please contact the Navan support
>>>> <https://app.navan.com/app/helpcenter/home/travel/myself> first or let
>>>> me know to try to solve things quickly, if there is no other way.
>>>>
>>>> *Settlement of travel expenses in Navan*
>>>>
>>>> Daily Allowance
>>>> Navan reimburses the daily allowance to your personal bank account  -
>>>> please set up your profiles accordingly.
>>>> The calculation of the daily allowance (the amounts are determined by
>>>> the German government for each country) works in the same way as before,
>>>> you can add start and end of journey as well as the times in "Navan
>>>> expenses > transactions > add transaction > per diem". (Start time of
>>>> travel => when you closed the door at home to travel, arrival time => when
>>>> you opened the door at home after a business trip.)
>>>>
>>>> [image: Navan per diem calculation.png]
>>>>
>>>> Please remember to always add a screenshot to your travel expense
>>>> report showing that travelling earlier than necessary for the job or
>>>> leaving later was not more expensive than travelling on the dates you
>>>> actually had to be on site for the job, if you plan to spend some more days
>>>> for leisure. This justification is required by the accounting department.
>>>> If the trips are linked to a funded project, please also remember to
>>>> always add proof of personal attendance such as your event badge, the
>>>> invitation, meeting minutes, etc., and the boarding passes.
>>>>
>>>> Meals that were covered by FIWARE, a partner or else you need to
>>>> subtract from the daily allowance, i.e. the breakfasts at the hotel,
>>>> lunches and catering (if provided onsite), a working dinner your team lead
>>>> advanced for FIWARE, etc.. (According to our accounting department, already
>>>> a provided sandwich counts as a meal and should therefore be deducted as a
>>>> meal provided (strictly speaking).)
>>>>
>>>>
>>>> As there were questions about the booth party at the SCEWC in
>>>> Barcelona, this meal doesn't have to be deducted from the colleagues who
>>>> were doing the registration and stand cleaning during the party, as there
>>>> was simply no opportunity to have tapas (confirmed by Ulrich).
>>>>
>>>> Thank you very much !
>>>>
>>>> Kind regards
>>>> Andrea
>>>>
>>>>
>>>> Andrea Kather
>>>>
>>>> <https://www.fiware.org>
>>>>
>>>> Assistant to the BoO
>>>>
>>>> Phone: +49 174 788 35 65
>>>>
>>>> Email: andrea.kather at fiware.org
>>>>
>>>> www.fiware.org
>>>>
>>>> <https://nexus.lab.fiware.org/fiware.signature>
>>>>
>>>>
>>>>
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>>
>> --
>>
>>       Vera Böhner
>>
>>
>>
>>                 Marketing Manager
>>
>>           Email:vera.boehner at fiware.org
>>
>>           www.fiware.org
>>
>> <https://nexus.lab.fiware.org/fiware.signature>
>>
>>
>>
>
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